Facilities Administrator - Johannesburg

About the Role

A leading organisation is seeking an experienced Facilities Administrator to provide administrative, financial, and operational support to the Facilities Executive and Facilities Management team.

The successful candidate will play an important role in ensuring the efficient administration of maintenance operations, contractor management, compliance documentation, planned preventative maintenance, procurement processes, and facilities reporting.

Key Responsibilities

Facilities Administration

• Provide administrative support to the Facilities Executive and Facility Managers
• Coordinate daily administrative activities and manage correspondence
• Prepare reports, presentations, and schedule meetings and site inspections
• Maintain organised filing systems and distribute meeting minutes
• Track action items and ensure timely follow-up

Maintenance Administration

• Receive and monitor maintenance requests and track work orders within FG Nexus
• Follow up on outstanding maintenance tasks and monitor response times
• Ensure work orders are correctly closed and escalate overdue items
• Maintain accurate maintenance records

Planned Preventative Maintenance

• Maintain annual maintenance schedules and coordinate contractor appointments
• Monitor completion of planned maintenance activities
• Maintain maintenance history and calendars with performance reporting

Contractor Administration

• Maintain contractor databases and compliance documentation
• Track insurance certificates and contract expiry dates
• Coordinate contractor induction requirements and site access
• Assist with contractor performance records

Compliance Administration

• Maintain and monitor facilities compliance documentation including Occupational Health and Safety records, Fire compliance, Electrical Certificates of Compliance, Lift inspections, Gas compliance, Pressure vessel inspections, Water quality records, and Pest control records
• Ensure all compliance documentation remains current and monitor renewal dates

Procurement Administration

• Obtain supplier quotations and prepare purchase requisitions
• Monitor supplier deliveries and verify invoices
• Maintain supplier information and assist with contract administration
• Ensure procurement activities comply with company policies

Financial Administration

• Capture facilities expenditure and monitor maintenance budgets
• Process invoices for payment and reconcile supplier statements
• Track purchase orders against budgets and prepare expenditure reports

Asset Administration

• Maintain accurate asset registers and record new assets and movements
• Maintain warranty and equipment information
• Monitor replacement schedules and support annual asset verification exercises

Reporting & FG Nexus Administration

• Prepare and distribute accurate management reports including maintenance performance, work orders, contractor performance, compliance, budgets, and facilities dashboards
• Update maintenance records and ensure data accuracy in FG Nexus
• Maintain an organised document management system covering policies, contracts, compliance certificates, and technical manuals

Requirements

Essential

• Diploma or Certificate in Business Administration, Facilities Management, Office Administration, or related field
• Minimum 3 years' experience in facilities administration, property administration, or maintenance administration
• Experience within a property management or facilities management environment
• Experience managing procurement administration and contractor documentation
• Experience using maintenance management or property management systems
• Proficiency in Microsoft Office Suite

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